Job Ref #: TMP2604CKL01
Industry: Legal
Job Type: Permanent
Positions Available: 1

Job Description

The trade mark Paralegal is responsible for providing comprehensive administrative and paralegal support to the Trade Mark Recordal practice. The role includes routine legal tasks performed under supervision, maintaining the accuracy of trade mark records, attending to client and agent correspondence, and ensuring efficient management of the department’s processes and workflows.

Duties and responsibilities

• Create, update, and maintain trade mark records and portfolios on Patricia.
• Monitor and action Standing Instructions.
• Ensure accurate diarising of all deadlines, including renewals, filings, and follow-ups.
• Maintain complete and accurate client and agent trade mark listings.
• Perform routine legal tasks under the supervision of a qualified professional.
• Draft and prepare trade mark forms, applications, submissions, and general documentation.
• File local and foreign trade mark applications, including large-scale filing projects.
• Attend to the filing of recordals (assignments, name/address changes, Address for Service updates).
• Prepare cost estimates/quotes for new recordal/ renewal filings.
• Assist with billing, fee collections, WIP lists, debtors, and general financial administration.
• Prepare, type, and process invoices, credit notes, and uploadable bills.
• Respond to client and agent queries relating to financial matters or file status.
• Ensure all practice administration tasks are completed accurately and within deadlines.
• Type correspondence, reports, and dictations with a high degree of accuracy.
• Prepare and format documentation for internal and external use.
• Draft routine and follow-up correspondence independently where appropriate.
• Maintain personal and partners’ diaries, including scheduling, reminders, and follow-ups.
• Diarise and monitor statutory and internal deadlines to ensure compliance and timely submission of filings.
• Manage incoming and outgoing emails professionally and timeously.
• Handle routine queries from clients, partners, attorneys, and agents.
• Provide proactive updates and ensure clear communication on file progress.

Technical Competencies

• Knowledge of South African and foreign trade mark recordal and renewal filing processes.
• Understanding of recordal, renewal, and registrar correspondence procedures.
• Ability to prepare recordal and renewal applications, certificates, notices, and responses to official actions.
• Familiarity with trade mark classifications, timelines, and statutory deadlines.
• Knowledge of WIPO processes, local registry requirements, and filing protocols.
• Understanding of IP terminology, documentation standards, and registry systems.
• Ability to prepare and draft trade mark recordal/ renewal forms, documentation, correspondence, and formal records with high accuracy.
• Skilled in formatting, editing, and preparing legal documents for filing locally and internationally.
• Competence in filing local and foreign trade mark recordal and renewal applications, including large-scale client portfolios.
• Ability to prepare and process recordals such as assignments, changes of name, address, and Address for Service.
• High-level document preparation skills (filing forms, letters, affidavits, notices).
• Typing speed of 50–60 wpm with excellent dictation accuracy.
• Ability to draft and proofread formal legal correspondence to Registrars, clients, and agents.
• Working knowledge of billing processes, including preparing invoices, credit notes, WIP management, and debtor follow-up.
• Ability to process uploadable bills and ensure accuracy in financial documentation.
• Professional communication with Registries, search clerks, clients, and foreign associates.
• Ability to handle telephone queries, provide updates, and manage expectations.
• Strong understanding of service-level requirements in an IP/legal environment.

Job Requirements

Skills and knowledge

• A methodical person with good English language skills
• Computer literate in Microsoft Word
• Typing speed of 60 wpm
• Ability to do Dictaphone typing
• Ability to work independently, to work under pressure and to use initiative
• Dealing with several matters at once.
• Very meticulous person who pays attention to detail
• In-depth knowledge of Patricia and CMS will be an advantage

 Qualification/s

• A relevant tertiary qualification
• Secretarial or Paralegal Diploma (advantageous).
• University Degree (advantageous).
• Min of 5- 6 years’ relevant experience as a Paralegal, preferably in an intellectual property or legal environment.